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You can manage and reconfigure event occurrences including the general details, host information, dates, and manage applicants and attendees.Admins adjust the settings for each occurrence in an event on the occurrence management screen. The occurrence management screen is spilt into several tabs, each related to different area of an event occurrence. Here you can adjust various settings such as the description, the host, the number of spaces available, the start and end dates, as well as manage applicants (such as adding, removing, and bulk-importing attendees to the event occurrence), viewing user withdrawals, and managing those on the waitlist.

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Accessing the occurrence management screen

If you are an admin, you can access the occurrence management screen from one of the following locations:

  1. On the Events admin screen, on list of upcoming or historical events, click Show occurrences for the event you want to manage.
    A list of occurrences for the event appears.

    Screenshot 2024-05-08 at 15.59.29.png

  2. On the list of occurrences, click the edit icon for the occurrence you want to manage.

    Screenshot 2024-05-08 at 16.01.25.png


    The occurrence management screen for the event appears.

    Screenshot 2024-05-08 at 16.02.10.png


Info

Admin functionality on the occurrence screen is only available using the web platform on tablet-size screens or larger.

Available tabs

The following tabs are available when managing an event occurrence:

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About tab

Click the About tab to reconfigure occurrence details, such as spaces and start & end dates.

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The Applicants (#) tab allows you to manage registrations to attend the occurrence, including being able to bulk import users to an event using a CSV. The table below lists the available settings, depending on your event configurations.

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Setting

Description

Search for a user

Enter the name of a user to filter the Attendees list.

Add users

To add users to attend the occurrence:

  1. Click Add users.
    The Add users screen appears.

  2. In the Add user(s) name here field, enter the name of one or more users.

    If the number of users exceeds the number of spaces available for the occurrence, the space capacity automatically increases.

  3. Click Add.
    The users are added to the Attendees list and receive a notification.

Invite users

To share the occurrence with specific users:

  1. Click Invite users.
    The Invite users screen appears.

  2. In the Add user(s) name here field, enter the name of one or more users.

  3. If necessary, in the Write message here field, enter a message to be sent to users with the event notification they will receive.

  4. Click Invite.
    The users are sent invitation notifications. If they want to attend, the users must manually register.

Notify users

To send a notification to all users on the Attendees list:

  1. Click Notify users button.

    Image Modified

    The Notify users screen appears.

  2. In the Insert subject here field, enter summary of the notification message.

  3. In the Write message here field, enter the notification message.

  4. Click Notify.
    All users on the Attendees list are sent a notification, including users not approved to attend.

Export CSV

Click to export information about all users in the Attendees list to a CSV file.

Import CSV

You can upload a list of attendees to both past and future events using a CSV. Click Import CSV and upload the file from your computer.

Info

Fuse does not support CSV files with UTF-8 encoding - it must be a standard CSV file. 

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Importing users to past events

You can import users to events that have happened in the past, marking them as attended or not. When doing this, the following headers must be included:

  • FuseID: The ID of the user being added to the event.

  • E-mail: The email associated with the user's account.

  • Username: The user's username. 

  • Attended?: Whether or not the user attended the event. (Yes = the user attended, No = the user did not attend)

  • Pass/Fail?:If the user passed or failed (Pass = the user passed, Fail = the user failed)

Info

You can download an example CSV template here:

View file
nameimport users to a past event example.csv

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Importing users to future events

You can import users to events that are due to take place at a future date. When doing this, the following headers must be included:

  • FuseID: The ID of the user being added to the event. 

  • E-mail: The email associated with the user's account.

  • Username: The user's username. 

Info

You can download an example CSV template here:

View file
nameimport users to a future event example.csv

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When importing users to both past and future events, the FuseID, E-mail and Username headers must always be included, however, you can choose to only include data for one of these particular columns - leaving the other columns empty. For example, you might only list each user’s username as shown below, leaving the other two columns (FuseID and E-mail) blank, and those users will still be imported to the event successfully:

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Info

A community admin can only import users into an event via CSV if: 

  • They are part of an admin group in which the Manage Communities permission is enabled ONLY. 

  • They are part of an admin group in which the Imports permission is enabled ONLY.

Info

Community admins who are part of an admin group, cannot import users into an event, if the Events and Manage Events permissions are enabled on the Admin groups screen.

Event creator / Manager sign off / Specified approver

If Sign off required is enabled on an occurrence, a column exists for each of the sign-off types enabled on the occurrence.

Info

Sign off required is disabled by default and can be enabled under Applicant approval in the Advanced options section of the Creating a new event screen.

To approve a registration:

  1. Click the tick button.
    The tick button becomes green.

  2. Click Save.
    The Events admin screen appears and the registration is approved.

To decline a registration:

  1. Click the cross button.
    The Decline application screen appears.

  2. If necessary, let the user know why you are declining the registration.
    The user receives a notification about the registration being declined.

Did the user attend?

After completion of the event, click one of the following buttons to mark user attendance:

  •  Click the tick if the user attended.

  • Click the cross icon user did not attend.

Training duration

If the user attended the event, use the Hours and Minutes dropdown lists to specify the amount of time contributed towards training for each attendee.

Notify users

To send a notification to an individual user:

  1. Click the Notify users button for the user.
    The Notify user screen appears.

  2. In the Insert subject here field, enter summary of the notification message.

  3. In the Write message here field, enter the notification message.

  4. Click Notify.
    The user is sent a notification.

Remove user

To remove a user from the occurrence:

  1. Click the Remove user button for the user.
    The Remove user screen appears.

  2. Click Confirm.
    The user is removed from the occurrence.

Waitlist tab

The Waitlist (#) tab allows you to manage registrations to attend the occurrence. The table below lists the available settings, depending on your event configurations.

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Click the Withdrawals (#) tab to view all users who have withdrawn from the occurrence. The table below lists the information available for each user listed on the Withdrawals (#) tab.

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Information

Description

Information

Description

Withdrawn

Name of the withdrawn user.

Withdrawn after deadline

Indicates if the user withdrew after the registration deadline passed.

Withdrawal date

Date the user withdrew.

Reason for withdrawal

If the user withdrew after the registration deadline passed, they were required to provide a reason for withdrawing. If applicable, the reason is listed here.